Before You Book
Before You Start – Booking Preparation Checklist
To help us process your booking efficiently and ensure all requirements can be accommodated, please have the following information and supporting documents prepared before completing the booking form.
Booking Preparation Checklist
Please ensure you have:
☐ Selected the facility/room you wish to book
☐ Confirmed the booking date(s) and time(s), including setup and pack-down requirements
☐ Estimated attendee numbers and room capacity requirements
☐ Prepared a room setup description (e.g., theatre style, classroom, boardroom, cabaret, workshop layout)
☐ Identified any furniture requirements (tables, chairs, lectern, staging, exhibition boards, etc.)
☐ Identified any AV requirements (screens, projectors, microphones, laptops, video conferencing, presentation equipment)
☐ Identified any technical support requirements (stage setup, lighting, sound/audio support, AV setup assistance)
☐ Prepared any supporting documentation relevant to your event, where applicable
Examples:
- Event agenda or programme
- Presentation schedule
- Floor plan or room layout drawing
- Stage design or setup plan
- Risk assessment
- Method statement
- Group Constitution
- License (Music, performing, CEET etc)
- Exhibitor or vendor requirements
- Accessibility requirements
- Technical rider
- Promotional materials or event brief
☐ Identified any catering requirements (if applicable)
☐ Identified any accessibility or special arrangements required for attendees
☐ Reviewed the Booking Declaration and Terms & Conditions